Creative Services Limited

Creative Services Limited
Quality, Strategy & Impact
2Jul, 2023
10 Vital Policies and Procedures in the Workplace

10 Vital Policies and Procedures in the Workplace

Md. Humayun Kabir

A workplace policy outlines in detail what is expected of employees in terms of performance and behavior. Employees are instructed on how to carry out those policies by a workplace procedure. Together, policies and procedures provide workers with a comprehensive picture of their workplace. In this post, we go over a few workplace policies and processes as examples.

It’s critical for employees to be familiar with the rules and regulations at work. Your working life can be improved by being aware of the policies and processes that affect you. It explains your obligations and legal rights to you. Here are 10 actual policies and procedures from the workplace:

1. Code of conduct

Most businesses follow a common policy known as a code of conduct. It is a set of guidelines that employers anticipate their staff to abide by. The regulations lay out the anticipated conduct for all employees.

A code of conduct policy may cover the following:

  • General Responsibilities
  • Safeguarding for the Vulnerable People
  • Conflict of Interest
  • Confidentiality
  • Organization Property
  • Attendance and Punctuality
  • Dress and Demeanor
  • Financial Responsibility and Accountability
  • Use of Organization Equipment
  • Integrity and Organization Ethics
  • Public Statement
  • Safety
  • Environment
  • Gifts and Entertainment
  • Compliance
2. Child Protection Policy

A workplace child protection policy safeguards children’s welfare by preventing abuse, neglect, and exploitation of them.

A child protection policy may cover the following:

  • Guiding Principles
  • What to do
  • What not to do
  • Training on Child Protection
  • Signing Code of Conduct
  • Observation of National and International Days on child rights issues
  • Campaign from Digital Platform
  • Response to Child Protection
  • The Child Protection Committee (CPC)
3. Sexual Harassment Elimination Policy

A workplace sexual harassment elimination policy promotes the well-being of staff and program participants that protects them from sexual abuse and harassment

A sexual harassment elimination policy may cover the following:

  • Scope of Policy
  • Conducts Considered as Sexual Harassment
  • Training on Sexual Harassment Elimination Policy and Procedure
  • Signing Code of Conduct
  • Observation of National and International Days
  • Campaign from a Digital Platform
  • Response to Sexual Harassment Protection
  • The Sexual Harassment Elimination Committee (SHEC)
4. Workplace Bullying & Violence Prevention Policy

A workplace bullying & violence prevention policy promotes the well-being of staff and program participants that protects them from harassment, bullying, threats, and violence in the workplace.

A workplace bullying & violence prevention policy may cover the following:

  • Scope of Policy
  • Behavior considered violence in the workplace
  • Training on Workplace Bullying and Violence Prevention Policy and Procedure
  • Signing Code of Conduct
  • Campaign from a Digital Platform
  • Response to Bullying and Violence Complaints
  • The Workplace Bullying and Violence Prevention Committee (WBVPC)
5. Whistleblowing Policy

A workplace whistleblowing policy encourages staff, volunteers, and program participants to come forward with credible information on illegal practices or violations of adopted policies of the organization.

A whistleblowing policy may cover the following:

  • Scope of the Policy
  • Reporting
  • Confidentiality
  • Anonymous Allegations
  • Untrue Allegations
  • Procedure for Making Allegation
6. Conflict of Interest Management Policy

A workplace conflict of interest management policy provides organizational guidance to the relevant entities (staff and volunteers) in identifying and fighting actual and potential conflicts of interest with a view to establishing good governance in the organization’s all operations and practices through accountability, transparency, and integrity.

A conflict of interest management policy may cover the following:

  • Definition of Conflict of Interest and Other Relevant Terms
  • Compliance Requirement
  • Scope of the Policy
  • Disclosure of the Conflict of Interest
  • Record Preservation
  • Action after Disclosure
  • Response to Non-Compliance
  • Training
7. Anti-Fraud, Anti-Bribery & Anti-Corruption Policy

A workplace anti-fraud, anti-bribery & anti-corruption policy provides organizational guidance to the relevant entities (staff and volunteers) in identifying and fighting actual and potential conflicts of interest with a view to establishing good governance in the organization’s all operations and practices through accountability, transparency and integrity.

An anti-fraud, anti-bribery & anti-corruption policy may cover the following:

  • Definitions of Terms- ‘Fraud’, ‘Bribery’, and ‘Corruption’
  • Due Diligence and Risk
  • Compliance with Laws and Regulations
  • Scope of the Policy
  • The Organization’s Responsibility toward Compliance with the Policy
  • Awareness and Sensitization
  • Reporting
  • Responding
8. Data Protection Policy

A workplace data protection policy ensures an adequate level of data protection. This policy describes how this personal data must be collected, updated, handled and stored to meet the organization’s data protection standards

A data protection policy may cover the following:

  • Scope of Data Protection Policy
  • Data Protection Policy Principles
  • Data protection risks
  • General guidelines for data protection
  • Data storage guidelines
  • Data usage guidelines
  • Data updating guidelines
  • Disclosing data for other reasons
  • Responsibilities of concerned people
  • Violation of policy and administrative measures
9. Complaint and Response Mechanism (CRM) Guideline

A workplace complaint and response mechanism guideline sets out the procedure for receiving, recording, and responding to complaints or feedback from the communities and customers.

A complaint and response mechanism guideline may cover the following:

  • Scope to Complaining
  • Complaint Receiving, Recording and Responding Procedure
  • Receiving Verbal and Written Complaints
  • Acknowledging Complaints
  • Registering Complaints
  • Resolving Complaints
  • Responding to the Complainant
  • Appeals Process
  • Management of the CRM Guideline
  • Designing a Complaints Mechanism
  • Training for Staff
10. Gender Policy

A workplace gender policy works to strengthen the organization as a gender-sensitive organization and to contribute towards reducing gender inequality in the family, community, society, and the state. The Gender Policy aims at facilitating the narrowing the gender gap and strives for attaining equitable social and economic development by integrating gender perspectives in development programs.

A gender policy may cover the following:

  • Measures for Organization Governance Structure
  • Measures for Recruitment Leave, Promotion, Posting and Dismissal for female staff
  • Measures for Financial and other material benefits      
  • Measures for Infrastructure and other special benefits              
  • Solving Specific Problems of the Female Staff
  • Values and Code of Conduct
  • Workload Review (Menstruation Period, Pregnancy Period, breast feeding)
  • Program designing, planning and implementation
  • Advocacy & networking
  • Information, Education and Communication (IEC)
  • Training on Gender Promotion
  • Increased Engagement of Women in Governance of the Organization
  • Engagement of women participant in program cycle management
  • Observation of National and International Days
  • Campaign from Digital Platform
  • The Gender Promotion Committee (GPC)

The article was written by Md. Humayun Kabir, an Independent Consultant, and Director, Creative Services Limited. Email: humayun@cslbd71.com

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2Jul, 2023
ব্যক্তিগত ও পেশাগত সফলতার দ্বার উন্মোচনে যোগাযোগের ক্ষমতা

ব্যক্তিগত ও পেশাগত সফলতার দ্বার উন্মোচনে যোগাযোগের ক্ষমতা

মোঃ বরকত উল্লাহ

যোগাযোগ মানুষের পারস্পরিক সম্পর্কের মৌলিক উপাদান। এটি এমন একটি প্রক্রিয়া যার মাধ্যমে একজন ব্যক্তি তার ভাবনা, অভিজ্ঞতা, তথ্য এবং অনুভূতি অন্যের সাথে বিনিময় করে থাকেন। ব্যক্তিগত, পেশাগত এবং সামাজিক জীবনের সকল ক্ষেত্রে কার্যকর যোগাযোগ একটি গুরুত্বপূর্ণ দক্ষতা, যা সুসম্পর্ক গড়ে তুলতে, বার্তাকে স্পষ্টভাবে উপস্থাপন করতে এবং কাঙ্ক্ষিত লক্ষ্য অর্জনে সহায়ক ভূমিকা রাখে। এই প্রবন্ধে আমরা আলোচনা করবো, যোগাযোগ দক্ষতা কীভাবে ব্যক্তিগত ও পেশাগত জীবনে সফলতার পথ সুগম করে।

১. সম্পর্ক স্থাপন ও রক্ষণাবেক্ষণ

যোগাযোগ সম্পর্কের ভিত্তি। পরিবার, বন্ধু, সহকর্মী বা পেশাগত অংশীদার—সকল সম্পর্কই কার্যকর যোগাযোগের মাধ্যমে দৃঢ় হয়। ভাবনা ও অনুভূতি বিনিময়ের মাধ্যমে পারস্পরিক বোঝাপড়া, আস্থা এবং সহমর্মিতা গড়ে ওঠে, যা একটি টেকসই ও ফলপ্রসূ সম্পর্কের জন্য অপরিহার্য।

২. জ্ঞান ও ধারণা আদান-প্রদান

যোগাযোগের মাধ্যমে আমরা তথ্য, জ্ঞান ও অভিজ্ঞতা বিনিময় করি। এটি আমাদের চিন্তাকে প্রসারিত করে, বুদ্ধিবৃত্তিক বিকাশে সহায়তা করে এবং সহকর্মীদের সঙ্গে ফলপ্রসূ আলোচনা ও সহযোগিতার পরিবেশ সৃষ্টি করে। কার্যকর যোগাযোগ শিক্ষা ও জ্ঞান-বিনিময়কে একটি সাংগঠনিক সংস্কৃতিতে রূপান্তরিত করতে সক্ষম।

৩. দ্বন্দ্ব নিরসন

যে কোনো সম্পর্ক বা প্রতিষ্ঠানে মতবিরোধ অপ্রত্যাশিত নয়। কিন্তু কার্যকর যোগাযোগ পদ্ধতির মাধ্যমে সেই দ্বন্দ্বগুলো গঠনমূলকভাবে সমাধান করা যায়। খোলামেলা আলোচনা, সক্রিয় শ্রবণ এবং সহানুভূতিশীল মনোভাব দ্বন্দ্ব নিরসনে সহায়তা করে, যা সুস্থ কর্মপরিবেশ বজায় রাখতে গুরুত্বপূর্ণ।

৪. ব্যক্তিগত ও পেশাগত দক্ষতা উন্নয়ন

একজন ব্যক্তির নিজেকে স্পষ্টভাবে উপস্থাপন করার ক্ষমতা, মনোযোগ দিয়ে শোনার দক্ষতা এবং প্রভাবশালী বার্তা প্রেরণ করার সক্ষমতা তার ক্যারিয়ার বিকাশে উল্লেখযোগ্য ভূমিকা রাখে। এই দক্ষতাগুলো নেতৃত্ব বিকাশ, টিম ব্যবস্থাপনা এবং সঠিক সিদ্ধান্ত গ্রহণে সহায়ক।

৫. উপলব্ধি ও সহমর্মিতা বিকাশ

যোগাযোগ ব্যক্তি ও সমাজের মধ্যে পারস্পরিক উপলব্ধি ও সহানুভূতির সেতুবন্ধন গড়ে তোলে। সক্রিয়ভাবে অন্যের কথা শোনা ও বোঝার চেষ্টা ব্যক্তি ও পেশাগত জীবনে সহনশীলতা, সহাবস্থান এবং সাংস্কৃতিক বৈচিত্র্যের প্রতি সম্মান প্রদর্শনের মানসিকতা গড়ে তোলে।

৬. সফল টিম গঠন

সংগঠনে একটি দক্ষ ও উদ্যমী টিম গঠনের জন্য স্বচ্ছ ও কাঠামোবদ্ধ যোগাযোগ অপরিহার্য। একটি দল যখন পরিষ্কারভাবে তাদের ভূমিকা, দায়িত্ব ও লক্ষ্য সম্পর্কে অবগত থাকে, তখন টিমওয়ার্ক আরও সুসংগঠিত হয় এবং সম্মিলিতভাবে লক্ষ্য অর্জন সহজ হয়।

৭. ব্যক্তিগত কল্যাণ ও মানসিক স্বাস্থ্য উন্নয়ন

মানবিক সম্পর্ক ও সামাজিক সংযোগ মানসিক শান্তি ও আত্মতৃপ্তির সঙ্গে ওতপ্রোতভাবে জড়িত। কার্যকর যোগাযোগ ব্যক্তিকে সহায়তা চাইতে, সম্পর্ক গড়ে তুলতে এবং সমাজে অন্তর্ভুক্তির অনুভূতি জাগাতে সাহায্য করে।

যোগাযোগ কেবল ভাষার বিনিময় নয়, এটি সম্পর্ক, বোঝাপড়া এবং সফলতার ভিত্তি। আমাদের প্রতিদিনকার সিদ্ধান্ত, আচরণ ও সম্পর্কের প্রতিটি স্তরে এটি কার্যকর ভূমিকা পালন করে। তাই আমাদের উচিত, সক্রিয়ভাবে শোনা, স্পষ্টভাবে কথা বলা এবং আন্তরিকতার সঙ্গে সংযোগ স্থাপনের চর্চা করা। একটি সফল ও পরিপূর্ণ জীবনের জন্য যোগাযোগ দক্ষতার বিকাশ ও প্রয়োগ অপরিহার্য।

লেখকঃ মোঃ বরকত উল্লাহ, কমিউনিকেশন কনসালট্যান্ট, সাবেক ফ্যাকাল্টি, বিজনেস কমিউনিকেশন, ইনস্টিটিউট অব পারসোনেল ম্যানেজমেন্ট, বাংলাদেশ

25Jun, 2023
Process to Develop Policies/Procedures for an NGO

Process to Develop Policies and Procedures for an NGO

Md. Humayun Kabir

Non-Governmental Organizations (NGOs) require clear and standardized policies and procedures to ensure effective governance, transparency, and accountability. Well-defined policies guide organizational behavior, reduce operational risks, and ensure compliance with legal and regulatory requirements. Moreover, documented procedures enhance donor confidence by demonstrating a commitment to institutional management and ethical standards.

Policies serve as a framework to manage human resources, financial systems, beneficiaries, and partnerships. They reduce misunderstandings, resolve conflicts, and provide staff with clarity regarding their responsibilities. To be effective, these policies must be systematically developed, inclusive of stakeholder input, and regularly reviewed to reflect evolving needs and external changes.

Below is a structured process for developing policies and procedures for an NGO:

1. Identify the Issue: The first step is to determine the specific operational or compliance-related issue the policy should address. These may involve internal matters such as staff management, procurement processes, financial control, or external regulatory compliance. Issues should be prioritized based on organizational risk and operational impact.

2. Form a Policy Development Team: A multidisciplinary team should be assembled, including department heads, staff representatives, and, if needed, external consultants. Involving legal advisors is essential to ensure alignment with national laws and international standards. The team will be responsible for gathering input, drafting content, and managing the policy development process.

3. Conduct Research and Gather Data: The team should review existing policies, relevant legal frameworks, and industry best practices. Internal surveys, staff interviews, and consultations with similar organizations can provide valuable insights. Benchmarking helps ensure the policy reflects sectoral norms and legal obligations.

4. Draft the Policy or Procedure: The draft should be written in clear, accessible language, avoiding technical jargon. It must include:

• Purpose and Scope: Why the policy exists and whom it applies to.
• Policy Statement: The organization’s position or rule.
• Procedures: Step-by-step guidance for implementation.
• Roles and Responsibilities: Who is accountable for what.
• Compliance and Enforcement: Monitoring mechanisms.
• Review and Update Process: When and how the policy will be revised.

5. Review and Revise: The draft should be circulated to relevant stakeholders for feedback. Suggestions and concerns should be evaluated, and the policy revised accordingly. Legal advisors must review the final version to ensure compliance and risk mitigation.

6. Approval and Endorsement: The finalized draft should be submitted to the governing authority—typically the Board of Directors or Executive Director—for formal approval. An official resolution or memo should be issued to document the endorsement.

7. Implementation and Communication: Once approved, the policy must be effectively communicated throughout the organization. Orientation sessions, training workshops, and accessible documentation are essential to ensure all staff understand and adhere to the policy.

8. Monitoring and Periodic Review: Policies should be reviewed every 2–3 years, or sooner if required. A review committee should assess the effectiveness of current policies, consider staff feedback, and propose amendments. Any revisions must be formally approved prior to implementation.

An NGO needs the following Policies/Procedures

An NGO should have enough rules, regulations, and procedures to demonstrate its compliance and organizational strength. There is a list of rules, regulations, and recommendations, including but not limited to the following list:

Anti-Fraud, Anti-Bribery, and Anti-Corruption Policy
Anti-Human Trafficking and Modern Slavery Policy
Anti-Terrorism and Extremism Policy
Asset Management Policy
Conflict of Interest Management Policy
Consultancy Assignment Management Policy
Data Security Policy
Due Diligence Policy
Duty of Care and Security Policy
Environmental Policy
Equality and Diversity Policy
Financial Management Policy
Gender Policy
Governance Policy
Grant Management Policy
Health and Safety Policy
HR Management and Development Policy
Information Disclosure Policy
IT and Cyber Security Policy
Partnership Development Policy
Procurement Policy
Quality Assurance Policy
Risk Management Policy
Safeguarding Policy
Sexual Harassment Elimination Policy
Staff Grievance Policy
Whistleblowing Policy
Workplace Bullying and Violence Prevention Policy

The article was written by Md. Humayun Kabir, an Independent Consultant, and Director, Creative Services Limited. Email: humayun@cslbd71.com